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Important Documents For Project Management

INTRODUCTION

Project management refers to the method of organising, managing and controlling all the activities or task related to the project. This includes application of techniques, tools, skills and knowledge to project related activities for meeting up its set objectives. Project report is about QA Higher Education(QAHE) which work in partnership with colleges and universities in UK for recruiting, marketing and delivering the range of programmes from foundation level to post graduate degrees (Alias, 2014). This report contains Project Initiation document along with Shareholder analysis, risk register, Gnatt chart along with core elements and critical path which support in execution of project. In addition to this it also includes the significance of risk management plan in project and effectiveness of PRINCE2 methodology i

TASK 1

Project Initiation Document (PID)

Before starting a project it is very essential for a project manager to document all the  activities in an effective manner. This can be done using Project Initiation Document (PID) which form up the foundation of project which act as a reference point for clients as well as project team (Burke and Barron, 2014). It includes information about objective, estimated budget, timescale, risk involved and approaches used under project. Following is the table of Project Initiation Document:

Title of project

 

Estimated budget

QAHE required around 200000£ for purchasing computer, laptop with latest processor. In addition to this QAHE need 100000£ for the improvement of infrastructure of campus.

Start date

30/05/19

Finish date

30/11/19

Project sponsor

 

Project manager

 

Main objective

· To renovate classrooms and computer labs

· Refurbish the campus for developing an environment of learning

· To ensure that classroom must fit for teaching in 21st century with required equipments.

Overall suggested approach

PRINCE 2 approach used in this project.

Major risks involved in project

Cost risk, schedule risk, Performance risk, strategic risk, technological risk, operational risk, risk associated with external hazards, legal risk, resource risk and scope risk.

Stakeholder analysis:- This provide an detail information about the stakeholders that are involved in current project, reason behind their interest and things that a project manager perform for managing the interest of their stakeholders (Eskerod and Jepsen, 2016).

Stakeholder

Reason behind their interest in project

Things to be done for look out the stakeholders

Investors(Internal and external)

Internal Stakeholder:- It includes members of university like  director, owner, trustees etc. who invest in refurbishment project with an aim to develop campus that provide a positive learning environment.

External Stakeholder:- It includes government, educational agencies etc. who are willing to invest in  refurbishment project of QAHE. Their aim behind investment is to promote an advanced educational and learning facilities to students in order to prepare them for a successful career ahead.  

The project manager must ensure about the expectation of internal stakeholders regarding the development of proper infrastructure of campus must be fulfilled effectively throughout the project. In addition to this it is also essential for project manager to perform its operations ethically so that the goal of government toward promoting education must be accomplished.

 

Suppliers

It includes the dealers that provide infrastructure material related to furniture, computers, laptops etc. These suppliers are interested in this refurbishment project as they get an order of providing large number of stuff which provide higher benefit to them.

In order to make all the stuff related to refurbishment available without any delays it is very essential for project manager to look after the suppliers. This can be done by providing them fund in advance so that they can arrange the required material. In addition to this list of required material should be delivered to suppliers in advance for ensuring timely delivery.

Teachers

The lecturers and other staff members are interested in this project as they get more technical instruments that support them in performing their operations effectively. As they can explain the  course work to students much more easily using projector or related technical gadgets.

The project manager is not only responsible for the accomplishment of project rather it is also required to ensure that the objective behind the project can be accomplished. So, the project manager must communicate with teachers and provide them proper guidance regarding the procedure of using new technical instrument for performing their operations.

Interior designer

As this is a big project which provide an opportunity to interior designer for earning high capital over their project.

For accomplishing the project effectively and in planned manner, project manager must ensure that the proper fund as well as tools are available to designers so that they can perform operations properly. Apart from this a proper plan must be prepare in order to provide a detail information regarding the changed or advancements that are required by QAHE in their campus. So that designers will not get difficulty in performing their work as they known the direction of their operations.

Technical staff

These are the individuals who are responsible of arranging and setting the computer systems in lab and other areas of campus. The main reason behind the interest of technical staff in refurbishment project is that they get a chance to be a part of such as big project. This provide them a chance to earn more money and since the project is of university so they get a chance to again earn money if there is any issue arises in computers.

Technical staff plays an essential role in refurbishment project as they are responsible for properly setting up the computer and other technical system in campus. So it is essential to maintain their interest for which project manager can discuss their future plan with these technical staffs. They can also provide advance payment to technical staff so that they remain interested and dedicated toward their project tasks.

TASK 2

Risk register

Each business project involves certain types of risk that may leads to failure of project, therefore it is very essential for a manager to analyse the risk involve in  project. This information is used to manage the risk that support in getting the chance of achieving better result (Heldman, 2018). So for this a document is prepared known as risk register which is prepared by project manager for presenting the detail  about the risk that are involve in current project. By preparing the Risk register, QAHR will be able to determine the risk involve in its refurbishment project so that they can formulate an strategic plan in order to deal with such risks. This refurbishment project include following risks:

Type of risk

Impact

Cost risk

It is defined as the risk that may result in escalation of project cost because of poor estimating accuracy or damage that may occur during project execution. In order to mitigate from such risk owner must ensure that the tools or material used for refurbishment must be of high quality and doesn't lead to damage (Heldman, 2018). Apart from this owner must also keep some cash reserve so that it can be used to pay off expenses which may increased during execution of project.

Schedule risk

It refers to the risk associate with activities that they will take longer time then expected which may increase the cost of project. In order to mitigate from such schedule risk the project manager must require to inspect the activities and compare them with planned schedule for determining the early signs of risk.  

Performance risk

It refers to the risk related to the failure of project in producing the result which are set during project specification. So in order to mitigate from such risk the project manager must ensure that the activities are performed in planned direction toward the accomplishment of objective.

Strategic risk

It refers to the risk that are generated from errors in strategy for instance selection of wrong computers (Kaiser, El Arbi and Ahlemann, 2015). In order to avoid such risk the project manager must ensure that the computer systems must be arranged with advanced features for fulfilling the objective of QAHE.

Technological risk

It refers to the risk related to technological failure or some technical issues that may be faced by teachers which teaching students. So in order to avoid such risk the owner can provide training to its staff member for providing knowledge regarding the method of operating such technical instruments. Apart from this owner can place some technical staff who are expert in solving such technical issues.

Operational  risk

This risk arises from the poor implementation and problems that may arises during execution of process such as manufacturing, storing, transporting etc. In order to avoid such risk the project manager can use such transport vehicle which doesn't lead to breakage of furniture and computer.

Risk  associated with external hazards

It refers to the risk associated with uncertainty which includes natural disasters like flood, earthquakes, terrorism, storms etc. These issues are harder to mitigate but the project manager must use such stuff in infrastructure that make less harm in situation of earthquake.

Legal  risk

It refers to the risk that are associated with laws and regulatory obligations which may include contract risk or litigation bought against institutions (Lientz and Rea, 2016). So for avoiding legal issues owner must ensure that each activities and action must be taken after getting approval from government.

Resource risk

It refers to the improper use of resources that include more wastage and in turn may cause extra cost in project. For mitigating such risk project manager is required to formulate a proper resource allocation plan so that the resources are assigned as per the requirement of particular task this will ensure proper utilisation of resources.

Governmental risk

It refers to the risk associated with the management of various project related activities under the legislation of government. In order to avoid such risk the owner of QAHE must ensure that each standard and policies that are fixed by government regarding the education services and framework must be involved i

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